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National Accounts (Type 9 / Goodyear)

The Goodyear TireHQ integration will not be built for this first-store go-live, so VAST stays running for TireHQ. A Type 9 repair order originates in OverDrive and the store leaves it open; the next day Operations reviews it, re-keys it into VAST — which continues to run the TireHQ integration — and closes it in OverDrive. Goodyear transaction volume at Store 4237 is low.

The store's steps are in Goodyear National Account Jobs (Store); the Operations close-out is in Goodyear National Account Close-Out (Operations).

When this applies

A Type 9 (Goodyear National Account) customer transaction is taken at Store 4237 — or the store needs to set up a new Goodyear National Account customer.

The workaround

  1. Day 1 — Check Auto Integrate / Holman by VIN to confirm it's a Goodyear customer and find the FMC. Find the fleet in OverDrive as a National Account customer (or add it as a new customer with Customer Type National Account), add the vehicle and create the RO. Build the ticket with NATL packages only (standard packages will not work), build the same ticket in Auto Integrate / Holman and receive approval, then do the work, adding and approving add-ons as you go. Do not close the RO in OverDrive or in Auto Integrate / Holman, and do not print or email the invoice — see Goodyear National Account Jobs (Store). (Service Advisor)
  2. Day 2 — A daily email alert goes to Operations listing any open ROs on National Account customers. (IT)
  3. Day 2 — Log into OverDrive, review the previous day's open ROs, and verify the products built in OverDrive match Auto Integrate / Holman; adjust the RO if necessary. (Operations)
  4. Day 2 — Add the Goodyear Transactional Fee coupon (GDYR) to the RO. (Operations)
  5. Day 2 — Re-key the invoice in VAST line for line so it matches OverDrive exactly, with two exceptions: the Invoice Date, which in VAST will be the next day, and the oil quantity, which in VAST follows the Holman or Auto Integrate approval rather than the OverDrive specification level. Close it in VAST to the Goodyear integration (Type 9): complete the invoice with National Account as the payment type and Print. (Operations)
  6. Day 2 — Close out the RO in OverDrive with Payment Type Balance, the same as a House account. (Operations)
  7. Day 2 — Mark the job complete in Holman (Mark Complete or the similarly named option) or Auto Integrate, entering the VAST invoice number from the re-key where it's asked for — see Goodyear National Account Close-Out (Operations). (Operations)
  8. Day 2 — Run the daily TireHQ upload / download. (Central AR)
  9. Day 3 — The VAST SSRS report for Store 4237 is generated for Day 2 out of VAST. Post only Transactions = ROA and discard everything else — for this transaction there should be no ROAs yet. (Sales Audit)
  10. Day 3 — The OverDrive GL Details Extract is generated for Day 2 out of OverDrive. Post everything on it; that is what carries the National Account sale. (Sales Audit)
  11. Day 3 — Run the daily TireHQ upload / download. The ROAs post in VAST. (Central AR)
  12. Day 4 — The VAST SSRS report for Store 4237 is generated out of VAST again. Post only Transactions = ROA and discard everything else — this run is where the ROAs are picked up and posted to Great Plains. (Sales Audit)

Setting up a new Goodyear National Account

  1. Day 1 — Create the new Type 9 customer in OverDrive. (Service Advisor)
  2. Day 2 — Create the same Type 9 customer in VAST before the order can be re-keyed. (Operations)

Go-live & cutover notes

  • All Store 4237 employees must exist in VAST before the re-key step can work. Ties to New Employees & HR Onboarding. (IT)
  • Dummy inventory — Operations loads dummy inventory in VAST as needed. (Operations)
  • Outside purchase on a Type 9 order — agreed approach is to re-key it in VAST against a dummy stocked item, changing the description and price. Alert Retail Systems when this happens. (Operations)
  • Goodyear processing fee — agreed approach is to apply the Goodyear Transactional Fee coupon to the transaction. (Operations)
  • Credit / re-bill — avoided by design, since Operations closes the order in OverDrive rather than the store. If one is genuinely required, submit it to IT to perform the credit manually. (IT)